Policies and Procedures

Interim Procedures for Scheduling Events and Invited Speakers

Until it is replaced or superseded, the following procedures will be in effect for all of Middlebury’s locations.

Those scheduling events (e.g., speakers, symposia, colloquia, performances, etc.) will be required to submit an event reservation request at least three weeks prior to the event date.

Students, faculty, and staff seeking to make room reservations for events will, beginning in September, be asked on the submission form whether the proposed event presents any special considerations or security concerns. Student groups scheduling events will be required to confirm that they have consulted with their group’s faculty or staff advisor.

Requests to schedule an event will be reviewed weekly by staff from Student Activities, Event Management, and Communications to identify any events that are a likely target of disruption, threats, violence, or other acts of intimidation, or are likely to draw unusually large crowds.

In the event of a credible likelihood, based on prior incidents or current evidence, that an event is likely to be the target of threats or violence, the Threat Assessment and Management Team will conduct a risk assessment of the event, consulting with local law enforcement as needed, in order to advise the administration.

Representatives from Public Safety/Campus Security and Risk Management will review the risk assessment and determine resources or measures that might be necessary to ensure that the event can proceed without undue risk to the speaker and/or members of the community. This review will include a consideration of Middlebury Emergency Preparedness Plan and Emergency Operations protocols.

In those exceptional cases where this review indicates significant risk to the community, the president and senior administration will work with event sponsors to determine measures to maximize safety and mitigate risk. Only in cases of imminent and credible threat to the community that cannot be mitigated by revisions to the event plan would the president and senior administration consider canceling the event.

Why is it important to include my event information in a calendar?

The primary purpose of the events calendar at Middlebury College is to help you to increase audience for your events. The Featured Events Calendar and the Campus Events Calendar are the College's central, comprehensive source of accurate information about all events happening on campus. Because it is online, it is updated daily and can be accessed at any time by any member of the college community through the College Web site. It's the central place to go to find out about the many lectures, performances, athletic contests, workshops, or meetings that are available to you!

Who manages the calendars?

The Department of Event Management manages and edits the calendars.

Who can submit event information for a calendar?

Anyone with a scheduled College event can submit their event information for inclusion in a calendar, as soon as they are ready to begin promoting the event. Individuals, however, cannot directly enter information into the calendar. Only the Department of Event Management and a few other designated offices have access to the calendar software to enter or change information. Therefore, individuals, departments or organizations must submit their event information through the Department of Event Management using the online form.

How do I submit an event to a calendar?

Before your event information can be included on the calendar, you must first secure a room/space reservation for the event. Room/space reservations are typically made through the Department of Event Management (and a few other offices designated as schedulers for specific event types. See Policies for Specialized Venues on the Department of Event Management Web site for details).

NOTE: The online Calendar Information form is the most efficient and accurate way to submit your event information. Please refrain from phone calls, email, or in-person requests.

What events can be posted to a calendar?

Approved Middlebury College events that are open to the college community or open to the public can be publicized in a calendar if they meet the following requirements:

The event must be confirmed for a room/space reservation for the proposed date and time

The event is not a student party

In addition to events, we encourage College organizations and student organizations to also list their regularly scheduled meetings for the semester or year in the calendar.

Are photos permitted in the calendar?

Yes! Both the Room Reservation Request and Calendar Information forms include the opportunity to include a .jpg file. Please keep the dimensions to approximately 450 pixels x 300 pixels or less, and under 300 KB.

When will events be posted to the calendar?

Generally, an event will be posted to the calendar within one business day of receipt of the event information in the Department of Event Management.

How do I change my event reservation or the information in the calendar?

To correct or change an event reservation, please send an email to scheduling@middlebury.edu. Any change of venue, date, time or scope must first be approved by the Department of Event Management. Any changes to a calendar posting request should be directed to the calendar editor at mtwc@middlebury.edu or by phone at x. 5362.